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Agency change-order process

A lightweight change-order process agencies can use without slowing delivery.

Agencies lose margin when account managers approve small changes verbally and production absorbs the cost. A simple approval process protects both delivery and client trust.

Create a change orderEstimate lost revenue

Use this when:

Multiple people touch client requests.Project managers need a shared approval record.Extra work affects margin, scheduling, or capacity planning.
1

Define the trigger

The process should start when a request changes deliverables, timeline, review rounds, platforms, stakeholders, or launch support.

New deliverableChanged approved directionAdditional stakeholder feedbackExtra technical dependency
2

Route one internal owner

Give one person responsibility for turning the request into a change order. This keeps the client from hearing mixed messages from strategy, design, and production.

Account owner writes summaryProducer confirms effortClient receives one approval link
3

Review margin weekly

Approved change orders should become a weekly operating metric. Track value recovered, requests declined, and requests deferred into future phases.

Recovered revenuePending approvalsApproval rateCommon scope leak categories